Advance Commercial Correspondance

8/12/2019 Advance Commercial Correspondance

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MODERN MEANS OF

COMMUNICATIONUNDER GUIDANCE-

MISS. ROHINI BABAR

FROM-

RUTUJA.KROLL No. 303

RAJAT.I

ROLL No. 326



CONTENT

WHAT IS EMAIL AND WHY IS IT POPULAR?

•Merits & Demerits of email

MOBILES

•Advantages and Disadvantages

INTERVIEWS

•Your preparation ?

•Your body language ?

•Questions ?

•How to answer

•Qualities employers seek

•What creates a bad impression

BODY LANGUAGE

•Basic types of body language postures

•The face

•Eyes

•Lips

•Arms

•Fingers

•Hands•Responsive

•Reflective

•Fugitive

•Combative

VIDEO CONFERENCING

•Benefits of videoconferencing

•Limitations of videoconferencing

TELEPHONE INTERVIEWS



WHAT IS EMAIL AND WHY IS IT POPULAR ?

• Instantaneous communication system.

• An electronic message sent from one computer to

another.

• Providers are VSNL, MTNL, ISP’s

• An email message takes seconds to reach destination.



MERITS DEMERITS OF EMAIL

MERITS

Easy & Quick

Time saving

Reference function

Economic

Repeated reference

DEMERITS

Failure to attend e-mails

Fear of leakage of secretmatters.

Criminal activities



MOBILES

• Most recent technological inventions

• Combine radio technology & Tele-communication

ADVANTAGES DIS-ADVANTAGES

QUICK RESTRICTED COVERAGE

NO BARRIERS HEALTH PROBLEMS

VOICE HEARING BARRIERS

CHEAP & BEST HIDDEN & UNKNOWN CHARGES



INTERVIEWS

Interview = A meeting with an objective

Employer’s objective is to find the best person for the job. Employer: reviews candidate’s experience and abilities

Can you do the job? (skills, abilities, qualifications)

Will you do the job? (interest, attitude & motivation)

How will you fit into the organisation? (personality)

You: impress employer and assess position on offer

What does this position offer me?

How does it fit with my career plans?

Congratulations - you have passed the first hurdle

You must prove that you are the most suitable candidate for this

position



PREPARATION IS THE KEY TO SUCCESS

• Review own skills, experiences and qualities

Check CV Anticipate questions and identify relevant examples Prepare key selling points

• Research organisation

Websites, reports, articles, company literature, etc

Contacts with knowledge of organisation or sector Relevant articles in the press

Personal visit or telephone call

• Research job and occupational area

Job description – or similar Current issues

• Prepare your questions

• Practice



WATCH THE BODY LANGUAGE

• First impressions very powerful Halo effect or Devil effect

• Allow time to relax

• Dress appropriately

• Entrance, introductions & handshake

• Smile and make eye contact

• Be aware of own movements

• Watch body language of interviewer



TYPICAL QUESTIONS

About you

Tell me about yourself - Bring me up to date with your CV?

Why did you choose that particular degree programme?

What experience have you had that is relevant to this post?

What would you consider your major achievements to date?

About the job What interests you about this job?

What do you know about this organisation?

What other options are you considering?

How do you see your career developing – 5 years?

If you were Head of Department, what would be your priorities?

General knowledge

What do you think of the Government’s policy on college fees?

What’s your opinion of the Ryanair bid for Aer Lingus?



OTHER TYPE OF QUESTIONS

“WHAT IF ” Questions

No experience - how are you likely to respond to a situation

Probing Questions

How exactly did you deal with the situation?

How did you know it worked?

How did you feel about the outcome?

Could you have handled it differently?



YOUR ANSWERS

• Listen carefully, seek clarification

• Illustrate answers with real examples and evidence

• Be positive – constructive criticism

• Keep answers specific and succinct

• Take time to respond

• Be alert to interviewer’s body language

• Speak clearly, smile and show enthusiasm

• Know what you want to say, and find the opportunity





YOUR QUESTIONS

• Training programmes

• Career development opportunities

• Types of projects & responsibilities

• Reporting structure

• Performance appraisal

• Profile of staff

•

Questions about topics raised in interview• What happens next?



WHAT CREATES A BAD IMPRESSION

• Poor personal appearance

• Negative attitude – evasive, using excuses

• Lack of interest and enthusiasm

• Lack of preparation

• Poor knowledge of role

• Failure to give concrete examples of skills

• Over emphasis on money/rewards

• Lack of career plan



BODY LANGUAGE

It refers to using body as a medium to communicate

messages & this is done separately of the movements of

hands & head

Facial expression(s)

Eyes

Lips

Arms

Hands

Fingers



BASIC TYPES OF BODY LANGUAGE POSTURES

OPEN / CLOSED

People with arms

folded and legs crossed and

bodies turned away are

signaling that they are rejectingmessages. People showing

open hands, fully facing you

and both feet planted on the

ground are accepting them.

FORWARD/ BACK

When people are leaning

forward and pointing towards

you they are actively

accepting or rejecting themessage. When they are

leaning back, looking up at

the ceiling, doodling on a pad,

cleaning their glasses they areeither passively absorbing or

ignoring it.



FACE

The face is an important source of information.

• Since the face cannot be easily hidden, it is an important

source of nonverbal information and communicates a

variety of emotions.

• In addition, eye contact, pupil size, and the smile

provide additional cues to informed observers.



FACIAL EXPRESSION(s)







EYES

Centered > FOCUSED

Gazing down > GUILTY

Gazing top > THINKING

Centered and eyes wide open > SURPRISED



LIPS

Lips apart > RELAXED

Lips tightened > CONCERNED

Lips apart in wide open > VERY HAPPY

Lips wide open in oval shape > ANGRY



ARMS

Crossed arms > ANGRY, DISAPPROVING,

REJECT , NOT SATISFIED

Opened arms > HONEST, ACCEPTING,

SATISFIED



FINGERS

Fingers Interlocked > TENSED

Pointing at you > ANGRY

OK Signal > FINE, DONE

V Sign > VICTORY, PEACE



HANDS

Scratching Head > PUZZLED, CONFUSED

Rubbing Eyes > TIRED, STRESSED



On Top of the Head > ASTONISHMENT,

AMAZEMED

Rubbing Chin > THINKING, TIMID, SHY



INTERPRETING BODY LANGUAGE

OPEN

RESPONSIVE REFLECTIVE

FORWARD BACKWARD

COMBATIVE FUGITIVE

CLOSE



RESPONSIVE

ENGAGED leaning forward

Open Body

Open Arms

Open Hands



REFLECTIVE

LISTENING with head tilted

Lots of Eye Contact

Nodding

High Blink Rate



FUGITIVE

BORED staring into space

Slumped Posture

Doodling

Foot Tapping



COMBATIVE

DEFIANT (standing)

Hands on Hips

Frown



VIDEO CONFERENCING

Video conferencing in its most basic form is the

transmission of image (video) and speech (audio) back

and forth between two or more physically separate

locations.”



BENEFITS OF VIDEO CONFERENCING

Can improve work quality

Increase productivity

Improves communication

Groups can meet more frequently

Critical meetings can be convened in less time

More faculty and staff can be involved



LIMITATIONS OF VIDEOCONFERENCING

The initial cost of the equipment and leasing the lines

to transmit conferences may be prohibitive.

The absence of QOS (Quality of Service) provides

virtually no guarantee of a satisfying and successful

experience

Though the technology is improving, a successful

videoconference is dependent upon the connections

and technologies at all of the participating sites,

AND the network infrastructure

Security issues



TELEPHONE INTERVIEWS

Prepare as thoroughly as for ‘real’ interview

Select comfortable, private, quiet place

Advise flatmates re answering phone

Have copy of CV and company information

Have pen and paper at hand

Prepare for usual interview questions

Practice on phone

Record answers Try standing

Smile and use gestures

Avoid monotones

Be yourself



THANK YOUHave a great day ahead

Documents

Advance Commercial Correspondance